I am committed to complying with the terms of the General Data Protection Regulation (GDPR) and to the responsible and secure use of your data. I have a legitimate interest in processing personal data to provide counselling services and may change this policy from time-to-time in line with legislation. The purpose of this statement is to let you know what personal information I collect and hold, why I collect this data, how long it is stored, and your rights to your data. I am registered with the Information Commissioner’s Office (ICO), reference ZB228806. By, having counselling with me, you are accepting and consenting to practices described in this policy.
Information I collect
My website uses Google Analytics, a marketing tool that looks at traffic coming to the site and how it got there. It also records your IP address which can identify you. However, Google does not give me access to this IP address.
If you have chosen to ‘like’ or ‘follow’ me on my Facebook business social media page, I do not hold data about that outside of that social media setting.
I collect personal information from you when you enquire about my counselling service and set up an initial appointment. This information includes contact details, your availability and other relevant personal information. I also keep records such as client hours, to run and maintain my business and brief notes on our sessions. Client notes contain no identifiable information and initials only.
When you enquire about counselling, I ask for contact details and relevant personal information from you. This is needed to answer your enquiries and to keep you informed. If you contact me via phone, email or text no data will be stored on my website or passed to any third party. On the ‘Contact’ page, you are invited to either email or text me. No details are kept on the website.
How I use and store information
Your telephone number will be stored on my mobile phone under your initials or your first name only until you end counselling. At this point, it will be deleted unless you wish me to keep the number in case you choose to return for any future sessions. If I change my telephone then your details will be deleted from the old phone.
I keep brief notes of the themes of our counselling sessions. These are stored in a password-protected file and laptop online and destroyed 7 years after you end therapy unless agreed otherwise.
Your data will be used only to provide you with my services and to give you information relating to those services. I will not share your details with any other person or organisation without your knowledge and permission unless there is a legal requirement as stated in the counselling contract or (exceptions you may have). A breach of confidentiality is when a person shares information with another in circumstances where it is reasonable to expect that the information will be kept confidential.
Security
My website has an SSL certificate which shows that the data connection to an internet page is secured with a Secure Sockets Layer (SSL). This ensures that the transferred data cannot be read or modified by third parties.
I will take all reasonable precautions to prevent the loss, misuse, or alteration of information you give me.
Communications concerning this service might be sent by email. I use an encrypted email provider to store emails I send and receive. However, for ease of use and compatibility, communications will not be end-to-end encrypted unless you require it. Email, unless encrypted, is not a fully secure means of communication. Whilst I endeavour to keep our systems and communications protected against viruses and other harmful effects, I cannot bear responsibility for all communications being virus-free. Communications might be done by text message. Both my laptop and mobile phone are password protected.
In the event of my death
In the event of my death, the contact details of all clients will be passed to my Clinical Executor to ensure all are contacted and advised. All my clinical notes will be destroyed by my Clinical Executor.
Your rights to your personal data
If you would like to see the information I hold about you or would like to correct, update, or delete any records, please email me at hello@guidedbysarah.co.uk. If you have any concerns about my use of your data, please email me at hello@guidedbysarah.co.uk and I will do my utmost to resolve any concerns you have. If for any reason I cannot resolve the issue you may choose to contact the ICO directly.